Project Coordinator (Finance)

Location: Ottawa, Canada

In fast changing markets, customers worldwide rely on Thales. Thales is a business where brilliant people from all over the world come together to share ideas and inspire each other. In aerospace, transportation, defence, security and space, our architects design innovative solutions that make our tomorrow's possible.

For decades, Ottawa has been a global technology leader. Today, Canada’s capital holds one of the brightest and most diverse technological ecosystems in North America. Voted as Canada’s best place to live 2017 by Maclean's, Ottawa offers a low cost of living with a high quality of life. The Thales Ottawa office has been a major supplier and long-term trusted partner to DND, enabling the Canadian Armed Forces and the Canadian Coast Guard to achieve mission success.

Ottawa, ON., Halifax, N.S., Victoria, B.C., (CAN.) Hybrid

Position Summary

Thales has a vacancy for a Project Coordinator Finance to support project management activities within a dynamic project environment. The position is responsible for producing and delivering timely and accurate monthly progress claims, ensuring project invoicing and billing compliance, and tracking both actual and projected project costs and variances. This includes maintaining resource personnel records, supporting financial and Industrial Technology Benefits (ITB) reporting, responding to customer inquiries, and actively participating in process improvements.

Regulatory Compliance Requirements

• Requires direct or indirect access to hardware, software, technology or technical data controlled under the Canadian Export Control List, the ITAR or the EAR.
• Requires a positive Controlled Goods assessment as you will have direct access to hardware, software, technology or technical data controlled under the Canadian Controlled Goods Program.
• Required to obtain and maintain a Security Clearance at the NATO Secret Level.

Key Areas of Responsibility

Under the direction and support of the PMO Manager Lead and the Project Cost Controller, the Project Coordinator (Finance) will be responsible to:

• Produce, finalize, and deliver monthly Progress Claims to the satisfaction of all stakeholders. Verify, audit and track project invoices, expense claims and billable costs. Confirm resource compliance for sell rates in the Monthly Progress Claim.
• Complete updates to resource personnel register. Contribute to required financial reporting. Support ITB reporting. Lead and participate in process improvements for automation and digitization.
• Respond to customer Progress Claim observations. Monitor and ensure adherence to agreed upon billing cost guidelines. Support Work Package Managers throughout lifecycle of tasks.
• Keep track of actual and projected project costs, budgets and variances. Support all identified meetings (internal and external). Monitor project milestone status.
• Assist with on-boarding new team members to the project.
• Support project management and continuous improvement activities by collaborating with cross-functional teams (such as Finance, Contracts, Procurement, and Quality) to ensure business process improvements, trade compliance, risk and change management, project closure, lessons learned, resource estimation, management of project baselines and structures (including WBS, OBS, RAM), and the fulfillment of all project requirements and registers.

Minimum Qualifications

Bachelor’s degree or college diploma in Business Administration, Project Management, Finance, or a related technical field.

• Minimum of five years of demonstrated experience in the last ten years in a similar role.
• Ability to manage and control project records and documentation.
• Proficiency in using Microsoft Word, Excel, Sharepoint, PowerPoint and JIRA.
• Familiarity with Enterprise Resource Planning (ERP) tools such as SAP is an asset.

All applicants must be able to obtain a Canadian NATO Secret clearance and meet the eligibility requirements outlined in the Canadian Controlled Goods Registration Program.

Preferred Qualifications

• Certification in Project Management or similar.
• Detailed knowledge and understanding of the Defence Sector.
• Experience supporting contract administration.

Special Position Requirements

Schedule: 40 hours per week / 5 day per week.

Physical Environment: Hybrid role – Onsite and remote working.

Travel: Minimal travel required.

What We Offer

• Thales provides an extensive benefits program for all full-time employees working 24 or more hours per week and their eligible dependents, including the following:
• Company paid Extended Health, Dental, HSA, Life, AD&D, Short-term Disability, Cancer Care Program, travel insurance, Employee Assistance Plan and Well-Being program.
• Retirement Savings Plans (RRSP, DCPP, TFSA) with a company contribution and a match to a DCPP, with no vesting period.
• Company paid holidays, vacation days, and paid sick leave.
• Voluntary Life, AD&D, Critical Illness, Long-Term Disability.
• Employee Discounts on home, auto, and gym membership.

Why Join Us?

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The reference Total Target Compensation(TTC) market range for this position, inclusive of annual base salary and the variable compensation target, is between Total Target Cash 60,000.00 - 80,000 CDN Annual.

This reflects how companies in a similar industry and geographic region generally pay for similar jobs. This range helps the Company make pay decisions as one data point among many. Where a position falls within this range is also dependent on other factors including – but not limited to – the employee’s career path history, competencies, skills and performance, as well as the company’s annual salary budget, the customer’s program requirements, and the company’s internal equity. Thales may offer additional benefits and other compensation, depending on circumstances not related to an applicant’s status protected by local, state, or federal law.

AI

We use artificial intelligence–enabled tools as part of our recruitment process to support activities such as candidate discovery, résumé matching, and interview scheduling. These tools may help screen and assess applications and recommend potential matches based on the requirements within the job description. All hiring decisions, including candidate evaluation, selection, and disposition, are made by human recruiters. Artificial intelligence does not make hiring decisions on our behalf.

Thales provides an extensive benefits program for all full-time employees working 24 or more hours per week and their eligible dependents, including the following:

• Company paid Extended Health, Dental, HSA, Life, AD&D, Short-term Disability, Cancer Care Program, travel insurance, Employee Assistance Plan and Well-Being program.
• Retirement Savings Plans (RRSP, DCPP, TFSA) with a company contribution and a match to a DCPP, with no vesting period.
• Company paid holidays, vacation days, and paid sick leave.
• Voluntary Life, AD&D, Critical Illness, Long-Term Disability.
• Employee Discounts on home, auto, and gym membership.

Thales is an equal opportunity employer which values diversity and inclusivity in the workplace. Thales is committed to providing accommodations in all parts of the interview process. Applicants selected for an interview who require accommodation are asked to advise accordingly upon the invitation for an interview. We will work with you to meet your needs. All accommodation information provided will be treated as confidential and used only for the purpose of providing an accessible candidate experience.

This position requires direct or indirect access to hardware, software or technical information controlled under the Canadian Export Control List, the Canadian Controlled Goods Program, the Canadian Industrial Security Program, the US International Traffic in Arms Regulations (ITAR) and/or the US Export Administration Regulations (EAR). All applicants must be eligible or able to obtain authorization for such access including eligibility to the Canadian Controlled Goods Program and able to obtain a Canadian NATO Secret clearance.